Administrative Assistant - Department For Member State Audit And Implementation Support

General Administration and Office Management

1. Independent drafting of formal correspondence to audit teams and Member States leading up to audit engagements and follow-up audits, based on the established procedures, including preparation of contract letters and audit assignments.

2. Maintaining up-to-date records of assigned audits of Member States, follow‑up of all post audit records, including audit reports, corrective action plans, mission reports, as well as data on nominated auditors, and ensure accuracy of information captured in the MSA module in GISIS.

3. Processing and/or coordinating travel arrangements for auditors and Audit Officers' research and prepare financial/administrative/travel arrangements, including the booking of tickets and hotels and processing through SAP and obtaining security clearance in accordance with UN procedures.

4. Proactively Assisting and providing the Audit Coordination Associate with all relevant information relating to the procurement of goods and services for IMSAS audits.

5. Hands-on assistance with editing, proofreading and formatting of reports and documents for finalization and dissemination.

Training and Technical Cooperation activities

6. Assisting in the organizing and monitoring and tracking of all training activities to plan, i.e. courses, workshops, missions, seminars and meetings, in accordance with establish procedures.

7. Provide broad administrative support to Officers, which includes:

a) drafting letters and communicating with focal points in host countries, participants and their maritime administrations, UNDP country offices with regard to arrangements for participant’s travel, in accordance with established procedures, and maintaining appropriate records;

b) monitoring and managing the timely receipt of TC activities’ reports from consultants, including the review of the collated information from evaluation questionnaires after seminars, workshops and training courses, for accuracy; and

c) preparing financial/administrative travel arrangements through SAP, and executing activities through the Organization’s financial management system (SAP) in raising purchase requisitions for consultants’ fees, publications and framework requisitions for group training of seminar participants, as well as goods receipts on delivery of purchased goods.

General administration

8. Provide secretarial support in preparing meeting documents and related briefs, including photocopying and dissemination.

9. Assist in preparing meetings, including meeting room booking procedures and other internal logistical procedures to ensure effective preparation for a meeting and providing secretarial support to groups.